MAR 3 2010

JOINT MEMORANDUM

FROM:

DIRECTORS OF EQUAL EMPLOYMENTOPPORTUNITY;CHIEF HUMAN CAPITAL OFFICERS

. ~ L~I,IStuartJ.lshimaru~~ tActing ChairmanEqual Employment Opportunity Commission

John BerryDirectorOffice of Personnel Man

TO:

SUBJECT: Applicant Flow Data

The Federal government must attract, develop and retain a world class, high quality workforcethat can deliver results for the American people and ensure the continued growth andprosperity of the nation. Federal agencies must make full use of our nation's talent bypromoting workplaces that provide a fair and level playing field and the opportunity foremployees to achieve their fullest potential.

One important tool in examining the fairness and inclusiveness of the Federal government'srecruitment efforts is applicant flow data. By reviewing the yield of an agency's recruitmenteffort, the organization can reassess and improve its effort to reach all segments of ourpopulation. EEOC's Management Directive 715 provides that federal agencies shall eliminatebarriers to equal employment opportunity and directs agencies to prepare self assessmentsto monitor progress and identify barriers that may operate to exclude certain groups. TheOffice of Personnel Management strongly supports conducting organizational self-analyses,along with the removal of any discriminatory barriers found through these analyses.

OPM also strongly supports the collection of demographic data, including applicant flow data,because such collection is an integral part of the barrier identification process described in MD715. A form for collecting applicant data has been approved by the Office of Management andBudget (OMB) and is attached for your consideration in the event your organization does notcurrently have an OMB approved form.

In addition to taking this opportunity to jointly remind agencies of the importance of collectingapplicant flow data, OPM and EEOC are also reminding agencies that they must properlyhandle and use any demographic data that they collect, including applicant data. As a generalmatter, for example, it is advisable for agencies to keep demographic information separatefrom an application as an applicant proceeds through the hiring process. Further guidance onthese and other issues is contained in MD-715.

a.M.B. No. 3046-0046Expires05/31/2012

Form -DEMOGRAPHIC INFORMATION ON APPLICANTS

Vacancy Announcement No.:

Position Title and Grade:

Name (Last, First, Middle Initial):

Your Privacy Is Protected

This information is used to determine if our recruitment efforts are reaching all segments of thepopulation, consistent with Federal equal employment opportunity laws. Your voluntary responses aretreated in a highly confidential manner. Your responses are not released to the panel rating theapplications, to the selecting official, to anyone else who can affect your application, or to the public.No information taken from this form is ever placed in your Personnel file. This is vital information notavailable from any other source. We can only get it directly from you. Thank you for helping us to providebetter service.

1. How did you learn about this position? (Check One):

DAgency Internet Site recruitment

DPrivate Employment Web Site.

DOther Internet Site.

DPoster.

DNewspaper.

DMagazine.

DTV /Radio.

DStudent association.

DPrivate Employment Office.

DState Employment Office.

DFederal, state, or local Job Information Center.

DAgency Human Resources Department (bulletin board or other announcement).

DAgency or other Federal government on campus.

DReligious organization.

DSchool or college counselor or other official.

DJob Fair - give location:

DFriend or relative working for this agency.

DState Vocational Rehabilitation Agency.

DProfessional organization or publication.

DOther.

2. Sex (Check One):

I.

2.D MaleD Female

3. Ethnicity (Check One):

I. D Hispanic or Latino --a person of Cuban, Mexican, Puerto Rican, South or Central American, orother Spanish culture or origin, regardless of race.

D Not Hispanic or Latino2.

4. Race (Check all that apply):

I. D American Indian or Alaska Native --a person having origins in any of the originalpeoples of North or South America (including Central America), and who maintainstribal affiliation or community attachment.

D Asian --a person having origins in any of the original peoples of the Far East, SoutheastAsia, or the Indian subcontinent, including, for example, Cambodia, China, India,Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, or Vietnam.

D Black or African American --a person having origins in any of the black racial groupsof Africa.

D Native Hawaiian or Other Pacific Islander --a person having origins in any of theoriginal peoples of Hawaii, Guam, Samoa, or other Pacific islands.

D White --a person having origins in any of the original peoples of Europe, the Middle East, orNorth Africa.

2.

3.

4.

5.

Privacy Act and Paperwork Reduction Act Statement

Privacy Act Information: This information is provided pursuant to Public Law 93-579 ("Privacy Act of1974"), for individuals completing Federal records and forms that solicit personal information. Theauthority is Title 5 of the V.S. Code, sections 1302,3301,3304, and 7201. Purpose and Routine Uses:No individual data is ever provided to selecting officials. This form will only be seen by HR Personneland Equal Employment Opportunity officials. Data summarizing all applicants for a position will be usedto determine if we are effectively recruiting from all segments of the population, in conformance with therequirements of Federal equal employment opportunity laws. Only summary data is reported, and only ina format which can not be broken out by individual applicants. Effects of Nondisclosure: Providing thisinformation is voluntary. No individual personnel selections are made based on this information.

Paperwork Reduction Act Statement: The Paperwork Reduction Act of 1995 (44 V.S.C. 3501 et. seq,)requires us to inform you that this information is being collected for planning and assessing affirmativeemployment program initiatives. Response to this request is voluntary. An agency may not conduct orsponsor, and a person is not required to respond to, a collection of information unless it displays acurrently valid OMB Control Number. The estimated burden of completing this form is three (3) minutes,including the time for reviewing instructions. Direct comments regarding the burden estimate or any otheraspect of this form to the Equal Employment Opportunity Commission, Affirmative EmploymentDivision, Federal Sector Programs, 131 M St., NE, Washington, DC 20507 and to the Office ofManagement and Budget, Office ofInformation and Regulatory Affairs, Washington, DC 20503.